Country Pharmacist Manager – The Alliance for International Medical Action (ALIMA) Vacancy Announcement

Main Purpose

The Country Pharmacy Manager is responsible for analyzing drug and medical equipment needs, and monitors the quality of the products used and their availability in the field. He is the

1. Guaranty of the good management of drugs throughout the mission

2. Bridge between our activities and drug issues related to national pharmacy policies

3. Responsible for strengthening the skills of the HR of our pharmacies as well as those of the supported health structures

4. Responsible for defining the drug circuit in accordance with national and donor requirements

   1. General supervision of pharmacies Country

Supervising the running of the pharmacies across the mission, ensuring the proper implementation of ALIMA Safety standards, incl. pharmacovigilance follow up and waste management protocols, and to national and international legislation, in order to ensure the quality of the service given to the population and the accurate handling of drugs and products, including its proper disposal, in terms of hygiene and security.

• Provide technical support in the organisation of distribution units (central and/or project stock) and  end_user units: layout of premises, storage and classification of products, storage conditions, hygiene, etc.

• Set up and supervise the appropriate use of pharmacy management and monitoring tools (stock sheets, order sheets, Isystock, Isystock reporting, etc.).

• Provide technical support and ensure proper management of distribution and  end-user units: entries, exits, receptions, deliveries, stock rotations, consumption, expiry dates, theoretical and physical inventories, expired drugs, etc.

• Ensure regular control, completion/filling and trunks/emergency kits.

• Ensure that the temperature, humidity and light exposure are appropriate for the drugs in the pharmacy, according to applying standard procedures.

• Ensure that the cold chain is well maintained, according to ALIMA standards.

• Ensure monthly monitoring of the stock status (risk of rupture, rupture, overstock, dormant stock, products close to expiry, inventory discrepancies) and provide feedback on monthly reports from pharmacies to medical coordination

• Ensuring the collection of data for monitoring and surveillance of optimal quantity quality of medicine use. Supporting activities at service level for effective drug distribution and control, quality prescription (rational drug use), medicines reconciliation, antibiotic stewardship interventions such as restricted use antibiotic review, follow up of pharmaceutical care plans, patient counselling, good dispensing practices and safe medication practices.

• Travel regularly to projects to ensure the supervision and monitoring of pharmacy-related activities in the field

• Train the staff in charge of pharmacy management on the knowledge and management of drugs, materials or items commonly used or ordered by project stocks.

  2. Drug and material supply management

Supporting the HoM and MedCo in representing and defending ALIMA’s interests in front of the

Ministry of Health and other government authorities/bodies (EFDA, FMHACA, …) or local suppliers for any issue concerning pharmaceutical supply, in order to ensure stock procurement in the projects while complying with donor’s constraints; the national laws and regulations and following ALIMA protocols. Ensuring a close follow up of the National Drug Supply particularly in projects where ALIMA is working in conjunction with MoH. Collaborating in budgeting and preparing drug and other medical material orders together with Medical and Logistic Coordinators.

• Ensure the existence and proper functioning of a supply chain for drugs and medical equipment (eRIS registration, procedures, schedules, etc.)

• Develops internal medical orders: both in terms of frequency (given geographical, security, operational and financial constraints) and needs (based on average monthly consumption analyzed with stock rotations and epidemiological factors).

• Guarantee a clear and consistent distribution circuit/system between the different units (distribution/consumption), including the assignment of responsibilities among the personnel involved.

• Encourage interdepartmental communication and the exchange of information concerning the state of Central stocks and on projects, the management of pharmacies and the monitoring of activities, for better management and use of medical stocks.

• Collect and record all data and indicators for the reports (monthly, quarterly, annual) of the mission.

• Monitor actual and theoretical consumption (according to Saga Stock) and in the development, consolidation, planning and monitoring of international medical orders, including the budgeting part with finance and logistics, as well as taking the necessary measures during delays delivery, risk of stock shortages, etc.

• Establishes requests for import authorization (products requiring one) and oversees obtaining them from national authorities and assists logistics, if necessary, in customs clearance procedures for medical orders.

• Ensure that the final version of the orders is transmitted to the fields (deadlines, quantities, etc.).

• Follow up on current orders (receipt, backorders).

• Monitoring the procurement process and taking corrective measures when needed, ensuring regular communication with Medical, Logistics, HR and Finance departments regarding Medical Supply and Pharmacy Management. Supporting the Medical Coordinator in order to ensure local medical purchases are made from approved sources, subject to approval of  headquarter Pharmacist

• Put in place a strong networking with regards to pharmacy, assist in meeting with other pharmacists and report proactively to the MedCo.

  3. Management of distribution units (central pharmacy, project pharmacies)

Supporting and participating in all drug and medical material supply processes and ensuring its overall efficiency and effectiveness. This involves regular technical visits to project sites to ensure appropriate follow up of activities and management of field pharmacies; collecting and analysing stock indicators according to physical records and electronic across different projects and together with the Medical Coordinator taking corrective decisions when necessary and providing technical pharmacy support regarding pharmaceutical information, medication use (protocols and rational drug use),  etc.

Facilitating correct stock management and transport/storage procedures, in order to ensure the availability of stock in all projects and to avoid expiries/overstocks and stock-outs. Ensuring that all inventories of drugs and medical devices exist and are updated.

• Ensures the correct storage and identification of items according to ALIMA and MoH (FMACHA) standards,

• Ensures storage conditions according to ALIMA standards and supervising storage conditions (e.g. humidity, temperature, light exposure, cleanliness, pest and rodents’ control, stock security, maintenance of cold chain, ventilation.), special attention given to dangerous products, those requiring a cold chain and narcotics, in close collaboration with Logistics Department

• Ensures the correct use of stock cards (input/output/inventory/signature on each line etc…).

• Supervises and / or participates in regular physical inventories (every quarter / before the end of donor contracts / and always before the preparation of orders) complete and mandatory.

• Establishes an inventory report (with initialed and archived copy) after each complete inventory and takes the opportunity to value the stock.

• Constantly monitor products whose expiry date is less than 6 months, produce a report for the Medical Coordination and make proposals.

• Ensure constant updating of

• the register of psychotropics and narcotics

• register of expired products

• Supporting the MedCo dealing with   loans/donations and management of expired medications according to ALIMA procedures (and national legislation in case of expired drugs), and ensure monthly follow-up of donations, loans and reimbursements of products between projects or to third parties.

• Ensure the follow-up of the expiry dates of the articles, the state of completion and the rotation of the emergency trunks, first aid kits and pharmacies of the offices and/or expat homes according to the respective pre-established periodicity.

  4. Country Support

• Stay properly informed on national import regulations as well as any possible changes in procedures.

• Know the national standards for the destruction of perishable medical items and advocate for compliance with international standards.

• Communicate regularly with logistics, administration and finance on medical supplies.

• Participating in reporting according to ALIMA guidelines (SitReps, medical statistical reports, donors’ reports, etc.) and reporting on drug consumption and medical devices dispensed according to protocols, informing on unusual patterns

• Set up the information, validation and reporting circuit within the medical supply chain in conjunction with the Medical and Logistics Department.

• Set up the regular organization of meetings, to improve communication and the sharing of essential information for operations.

• Being responsible for the good maintenance of all drugs and equipment in the pharmacies and the appropriate storage and management of supply of narcotic and psychotropic medication with respect to national legislation, permitting traceability for these specific products.

• Regularly report to the Medical Coordination (at least monthly and whenever considered necessary) the situation of the pharmacy: inventory, expiry of medicines, consumption, prevention of stockouts, etc. through the monthly pharmacy report

  5. Capacity building and team building

Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.

• Define, with the help of the direct managers of the people concerned, the training needs of the teams involved in the management of the pharmacy, in line with the objectives of the project.

• Participate in the training of the members of the teams in charge of the management of the pharmacies in the projects by the accompaniment in the work.

• Participate in the selection and monitoring of the staff responsible for pharmacies.

• Collaborate in the clear definition of tasks and the regular updating of the Job Profiles of pharmacy managers.

• Assists in the evaluation of the technical and supervisory capacities of the agents involved in the management of pharmacies.

EXPERIENCES AND SKILLS

Training:

Essential: Qualification as a Pharmacist (PharmaD or Bachelor of Pharmacy  and registered Licence: BSc degree in pharmacy from an accredited/recognized institute with certified professional licence from authorised offices)

Experiences:

• At least 3-year post-qualification experience, ideally in hospital/health facility pharmacy management

• Prior experience working with international non-governmental organisations (INGO) is an asset

• Experience in a humanitarian medical intervention context, experience in emergency response/similar setting will have an added value

• Experience in team management and coaching

Skills and Quality

• Analytical and organisational skills

• Critical sense and strength of proposal

• Rigor, Autonomy and curiosity

• Flexibility and stress management

• Strong listening and empathy skills

• Ability to work in a team in multicultural contexts

• Ability to organise and prioritise workload and use initiative

• Willingness to frequent travel to the field and to work in remote areas

• Essential computer literacy (word and internet) and strong skills in Excel